Administrative Coordinator (Project Management)

Job Summary:

The Administrative Coordinator provides high-level administrative and organizational support to senior executives in a corporate environment. This role ensures the seamless execution of executive functions, including calendar management, travel coordination, communication handling, confidential documentation, and executive meeting logistics. The ideal candidate is detail-oriented, proactive, and capable of managing complex tasks with discretion and professionalism.

Primary Responsibilities:

• Maintain office supplies inventory and place orders as necessary
• Serve as the point of contact for internal teams and external stakeholders, including screening calls and responding to or routing routine inquiries from external or internal sources
• Assist in planning and organizing company events, meetings, or conferences
• Manage expense reports, vendor invoices, and departmental budgets as needed
• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries
• Track deadlines, follow-ups, and deliverables to ensure alignment with management priorities
• Liaise with departments across the organization to ensure seamless information flow and execution
• Collects, reviews, and analyzes data and prepares reports, charts, budgets, and other presentation materials
• Manage and optimize executive calendars, including scheduling meetings, appointments, and travel
• Manage incoming/outgoing mail
• Take initiative to improve corporate office systems, procedures, and communication

• Ensure compliance with company policies and procedures
• Handle confidential information with discretion

Qualifications:

• 3+ years of experience in an administrative role
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, Zoom, Slack).

Preferred Qualifications:

• Associate's degree in office administration or related field
• Experience working with C-suite executives

Other Skills and Abilities:

• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent time management skills
• Ability to prioritize and multitask
• Ability to work independently 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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